There are two keys to a meaningful workshop, Respectful Communication and Skilled Facilitation. We all have an idea of what respectful communication looks like, but there are specific methods that should be included in any dialogue workshop. Skilled facilitation might take some practice, but good preparation will help the workshop run smoothly. Guidelines for both of these keys are presented below.
Respectful communication is key to any dialogue, and the facilitator(s) are always role models for the participants.
Respectful communication is built by:
Building in space for active listening: Listening is one of the most important skills for a dialogue to be successful, yet it doesn't happen on its own. One can create a space for active listening by agreeing to time limits on how much each person can speak and building in space after a person speaks for silent reflection. Rather than responding immediately, participants can jot down their thoughts on a piece of paper so that they can ask them later when the conversation is opened up.
Speaking from one's own experience: Phrases that make categorical assumptions, like "People always..." or "You think..." always shut down a conversation. At the end of the day, each of us can only speak with authority of our own personal experiences, and this should be the basis for a successful dialogue. Phrases that begin "For myself..." or "My experience..." allow people to see into each other's worlds and to become familiar with each other's perspectives.
Agreeing to ground rules: Ground rules are necessary for a conversation to stay focused, but these should not be set by the facilitator(s). The facilitator should propose ground rules as examples, and afterwards ask for modifications to them by the group. Only after the group has agreed to the ground rules should the dialogue be started. Common ground rules are: speaking from personal experience, setting speaking limits, building in listening time, and agreeing on the overall format.
Ensuring the group Is not too big: Dialogues with 5–8 people are about the right size for effective communication. If the group is bigger, then it's wise to break it into smaller groups during the actual discussion providing there are enough facilitators.
Facilitating a workshop is not hard, but it does take planning and preparation to ensure that it is a positive experience for everyone.
In order to facilitate a workshop, one should:
Preparing the dialogue outline: A sample dialogue outline is provided on the "Workshop" tab. A good outline should have both the structure as well as the timing of events. It is a facilitator's job to make sure that the workshop stays on time, which may require respectfully asking that participants adhere to the agreed on schedule.
Decide on speaking parts: If more than one person is facilitating, then speaking parts should be chosen beforehand. Facilitators should have approximately equal time speaking.
Practice the dialogue: It is very important to practice the dialogue at least one day before the workshop so that there is time to make any changes if necessary. The practice workshop should mimic the real workshop as closely as possible so that the facilitators can get comfortable with their parts. This will also help ensure that the timing is right.
Print out any materials and purchase any items: Each participant should have an outline of the planned dialogue to which they can refer. a list of basic ground rules, and If time is allotted for listening and jotting down notes they should be provided with paper and pens or pencils. Besides these items, snacks and drinks are always welcome at a dialogue. Spending time conversing over coffee and snacks at the beginning of a workshop helps participants relax and build trust before the formal dialogue has started.
Prepare a survey: Facilitating a workshop can be a wonderful experience, but it is difficult to know how participants felt about it unless they are asked. A short survey that is delivered at the end of the workshop allows the facilitator(s) to receive feedback that can be used to refine their skills and develop future workshops.